Schedule Management Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, Superintendents, Schedulers

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Purpose

Establish procedures for developing, maintaining, and managing the project schedule to deliver projects on time.

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Schedule Types

Type	Purpose	Update Frequency
Master Schedule	Overall project timeline	Baseline + updates
Look-Ahead (3-Week)	Near-term planning	Weekly
Daily Plan	Day's activities	Daily
Milestone Schedule	Key dates summary	As needed

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Schedule Development Process

Step 1: Gather Information

Required for Schedule Development:

• Contract milestone dates
• Scope of work
• Subcontractor durations
• Long-lead procurement items
• Permit/inspection requirements
• Weather considerations
• Owner constraints

Step 2: Create Work Breakdown Structure (WBS)

Organize by:

• Phase (mobilization, foundation, structure, etc.)
• Area (building, site, floors)
• Trade (concrete, steel, MEP)

Step 3: Define Activities

Activity Definition:

• Clear, descriptive names
• Appropriate duration (1-20 days typical)
• Not too broad, not too detailed
• Measurable progress

Step 4: Sequence Activities

Determine Dependencies:

• Finish-to-Start (most common)
• Start-to-Start
• Finish-to-Finish
• Start-to-Finish (rare)

Consider:

• Physical constraints
• Resource constraints
• Contract requirements
• Safety requirements

Step 5: Estimate Durations

Sources:

• Historical data
• Subcontractor input
• Crew productivity
• Industry standards

Step 6: Assign Resources (Optional)

• Labor
• Equipment
• Materials

Step 7: Identify Critical Path

Critical Path:

• Longest path through schedule
• No float (slack)
• Delays here delay project

Step 8: Optimize Schedule

Compression Techniques:

• Fast-tracking (overlap activities)
• Crashing (add resources)
• Scope reduction

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Baseline Schedule

Requirements:

• Complete all activities
• Logical sequence
• Reasonable durations
• Meet contract milestones
• Owner approval

Baseline Process:

1. Develop draft schedule
2. Internal review
3. Submit to owner
4. Address comments
5. Obtain approval
6. Save as baseline
7. Distribute to team

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Schedule Updates

Weekly Update Process:

1. Collect Progress:

   • Actual start dates
   • Actual finish dates
   • Percent complete
   • Remaining duration

2. Update Schedule:

   • Enter actual dates
   • Adjust remaining work
   • Re-calculate

3. Analyze:

   • Compare to baseline
   • Identify variances
   • Determine causes
   • Assess impact

4. Report:

   • Schedule narrative
   • Key dates status
   • Concerns/risks
   • Mitigation plans

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3-Week Look-Ahead Schedule

Purpose:

• Near-term planning
• Coordination tool
• Communication to field

Contents:

• Activities for next 3 weeks
• Responsible parties
• Prerequisites
• Resources needed

Format:

================================================================
         3-WEEK LOOK-AHEAD SCHEDULE
================================================================
Project: ___________________  Week Of: ___________________

WEEK 1 (Current):
---------------------------------------------------------------
| Mon | Activity          | Trade | Prerequisites | Notes    |
|-----|-------------------|-------|---------------|----------|
|     |                   |       |               |          |

| Tue | Activity          | Trade | Prerequisites | Notes    |
|-----|-------------------|-------|---------------|----------|
|     |                   |       |               |          |

[Continue for Wed-Fri]

WEEK 2:
---------------------------------------------------------------
| Day | Activity          | Trade | Prerequisites | Notes    |
|-----|-------------------|-------|---------------|----------|
|     |                   |       |               |          |

WEEK 3:
---------------------------------------------------------------
| Day | Activity          | Trade | Prerequisites | Notes    |
|-----|-------------------|-------|---------------|----------|
|     |                   |       |               |          |

KEY ITEMS NEEDED:
- Materials: _______________________________________________
- Approvals: ______________________________________________
- Inspections: ____________________________________________

CONCERNS:
1. ________________________________________________________
2. ________________________________________________________

================================================================

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Delay Management

Documenting Delays:

When Delay Occurs:

1. Identify delay cause
2. Document immediately
3. Assess schedule impact
4. Notify owner (if required)
5. Track for claims

Delay Types:

Type	Definition	Entitlement
Excusable	Beyond contractor control	Time extension
Compensable	Owner-caused	Time + money
Non-Excusable	Contractor-caused	None
Concurrent	Multiple causes	Complex analysis

Time Extension Process:

1. Document delay event
2. Calculate impact
3. Submit written request
4. Include supporting documentation
5. Track status

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Schedule Metrics

Key Metrics:

Metric	Calculation	Target
Schedule Variance	Earned - Planned	> 0
Schedule Performance Index (SPI)	Earned / Planned	> 1.0
Critical Path Float	Days of slack	0 on critical
Milestone Status	Planned vs. Actual	On or ahead

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Schedule Communication

Internal:

• Weekly schedule review meetings
• 3-week look-ahead distribution
• Daily planning with foremen

External:

• Monthly schedule updates to owner
• Schedule narratives
• Progress meetings

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Related Documents

• 3-Week Look-Ahead Template
• Schedule Update Report
• Delay Documentation Form
• Time Extension Request

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Software Integration

Scheduling Software:

• Microsoft Project
• Primavera P6
• Smartsheet
• Others

Field Reporting Tools (BLDR Pro, Procore, etc.):

• Daily progress tracking
• Milestone monitoring
• Schedule integration

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